For church IT

Data and privacy, on one page.

For the person who approves new tools at your church. The full detail is in the Doxa privacy policy.

Your church controls what it records on its board, and Doxa processes it for you under the Church Data Processing Terms (Article 28). You accept them when you set up your church.

Who is responsible

Data controller: The Doxa Way Ltd, a UK company (company number 16744139). Registered address: 108 Kings Road, New Haw, Addlestone, KT15 3BH, United Kingdom.
Your church board: For what your church records on its church board (the words, who spoke them, weighing notes, held words and roles), your church is the controller and Doxa processes it for you. Each member’s own account and personal Encouragement Vault stay with Doxa as controller.
Data processing terms: Your church accepts Doxa’s Data Processing Terms for Churches (Article 28 terms) when it sets up its board on the web, or from a notice on its board. The full text is at doxa.app/for-churches/data-processing-terms, and privacy@doxa.app sends a copy on request.
Data protection law: Doxa follows the UK GDPR, the Data Protection Act 2018 and PECR, and gives everyone who uses it the same rights and protections as the EU GDPR. Where Doxa has not yet fully met a requirement, the privacy policy says so.

Where the data is

Database and files: The database, sign-in and file storage run on Supabase, hosted by Amazon Web Services in London, United Kingdom. Supabase support staff, including in the USA, can access it when needed to support the service.
Web app: The doxa.app website and web app are hosted by Vercel, a US company. The web app’s server functions run in London. Rate limiting (Upstash) also runs in London.
Analytics and errors: Product analytics (PostHog) and error data (Sentry) are stored in the EU, in Frankfurt. Sentry keeps its own account records in the USA.
AI features: Some features use AI providers in the USA: OpenAI, Anthropic and ElevenLabs (voice sessions). Voice recordings are transcribed by AssemblyAI on its European servers, and Doxa deletes the audio and transcript there as soon as the transcript is saved. The AI providers do not receive a name, email or account ID with the content, except that ElevenLabs sees the device’s IP address during a voice session.
International transfers: Between the UK and the EEA: adequacy decisions. To US providers certified under the EU-US Data Privacy Framework and its UK Extension: that certification. To other providers: the EU Standard Contractual Clauses (2021) with the UK Addendum, with a transfer risk assessment. Section 6 of the privacy policy names the two providers without a valid UK safeguard yet: Clarify (our contact manager) and Tenjin (Android ad measurement outside the UK and EEA).
Providers: Section 6 of the privacy policy lists every provider, whether it acts for Doxa or for itself, where it processes data and the transfer safeguard. For a copy for your records, email privacy@doxa.app.

How it is protected

Encryption: HTTPS/TLS in transit. AES-256 at rest for the database and file storage.
Access control: Row-level security policies are enforced in the database itself, so each account can reach only what it is permitted to see.
Faith data: What people record can show their religious beliefs. Doxa asks each person for explicit consent with a separate checkbox, and they can withdraw it in Settings. The Doxa bot on Telegram asks for it too; the bot on Discord does not yet.
Analytics: In the mobile app, session replay (PostHog) masks all text and images. In the web app it masks what people type, and other text on the screen can be recorded. In the UK, the EEA and Switzerland, and wherever Doxa cannot tell where someone is, website analytics and advertising cookies load only after a person accepts them.
Breaches: Doxa tells the ICO within 72 hours where the law requires it, and tells the people affected without undue delay if the risk to them is high.

Who sees your church’s words

Private by default: Only the people you invite can see your church board.
Leaders decide: Your leaders appoint who weighs words and who can see what. Notes written by your discernment team stay inside that team.
On the record: Every move is logged, with a name on it.
Personal words: A word spoken over one person lives in that person’s own app. It appears on the church board only if they choose to bring it there.

AI and advertising

Switching AI off: Churches can switch off all AI processing of their board. A leader does it on the board’s Manage page in the web app. Then Doxa deletes the search data and saved Themes that AI made from the board, and sends nothing more from it to an AI provider. Members on an older version of the mobile app need to update: until they do, that version can still send a recording or text made for the board to an AI provider. Section 3.10 of the Data Processing Terms for Churches has the detail.
AI training: OpenAI and Anthropic do not train on Doxa’s data, and AssemblyAI does not train on data sent to its European servers. ElevenLabs’ terms allow it to use content to improve its models unless the customer opts out, and Doxa has not yet opted out. ElevenLabs does not keep a recording of the voice and deletes session transcripts after 7 days.
Advertising: Prayers, prophecies, testimonies, notes and voice are never used for advertising and never shared with Meta. The mobile app shares the device advertising identifier, with install and a short list of in-app milestone events, with Meta to measure Doxa’s own ads; on iOS only with the member’s permission.

Your rights and your record

Copy and delete: Your church can ask for a copy of its board, or ask us to delete it, at any time. If your church stops paying, every recorded word stays.
Data rights: Everyone has the UK GDPR rights, including access, correction, erasure and portability. Doxa replies within one month. Anyone can complain to the Information Commissioner’s Office, or to the data protection authority where they live.
Data Protection Officer: Not appointed: at Doxa’s current size its processing is not large scale (Article 37). Doxa’s privacy lead answers at privacy@doxa.app.
Age: Doxa is designed for ages 13 and up.
Contact: privacy@doxa.app

Doxa aids your church’s discernment. It does not certify a word, guarantee accuracy, or grant anyone prophetic authority. Full policy: doxa.app/privacy. Church questions: doxa.app/for-churches/faq.